Extract text from files stored in Box using OCR, summarize it with ChatGPT, and add it to Google Sheets

■Overview

Manually reviewing and transcribing the contents of contracts and invoices saved in Box every time is time-consuming. Manual transcription can also lead to issues such as input errors and inconsistent summaries. With this workflow, you can streamline these routine tasks by automating everything from text extraction with OCR and summarization with ChatGPT to recording the results in Google Sheets, triggered by a file being saved to Box.

■Who Should Use This Template

• Anyone who manually transcribes and manages the contents of invoices or contracts stored in Box
• Anyone who wants to streamline document summarization and database creation using OCR and ChatGPT
• Anyone who wants to automate routine tasks across multiple tools and reduce human error

■Benefits of Using This Template

• Automating the process from uploading files to Box through transcription saves time spent reviewing document contents and creating summaries.
• Preventing manual transcription errors and omissions in summaries helps improve data accuracy.

■How the Flowbot Works

1. First, connect Box, ChatGPT, and Google Sheets to Yoom.
2. Next, select Box as the trigger and configure the “When a file is uploaded” action.
3. Set up the Box file download action as an operation and specify the file retrieved by the trigger.
4. Configure the OCR feature as an operation to extract text from the downloaded file.
5. Configure ChatGPT as an operation and instruct it to summarize the extracted text.
6. Finally, set up the action to add a row in Google Sheets as an operation and record the generated summary.

※ “Trigger”: An action that starts the flow. “Operation”: An action that processes data within the flow after the trigger starts.

■Customization Options

• In the Box trigger settings, enter the content ID of the folder you want to target.
• For the Box file download action, specify the content ID of the file to download.
• With the OCR feature, you can freely specify the items to extract from images or PDFs.
• Edit the ChatGPT message to specify the format and content of the summary, and generate text tailored to your needs.
• For the destination in Google Sheets, you can specify the target spreadsheet ID and table range.

■Notes

• Connect each of Box, ChatGPT, and Google Sheets to Yoom.
• To run ChatGPT (OpenAI) actions, you need an OpenAI paid API plan that allows payment when the API is used.

　　OpenAI API pricing

• OpenAI charges for ChatGPT API usage based on the number of tokens exchanged when the API connects. An error will occur if payment cannot be made when using the API.
• The OCR AI operation is available only on the Team and Success plans. On the Free and Mini plans, operations configured in the Flowbot will result in an error.
• Paid plans such as the Team and Success plans include a two-week free trial. During the free trial, you can use apps and AI features (operations) that are otherwise subject to plan restrictions.
• The maximum downloadable file size is 300 MB. Depending on the app specifications, the limit may be less than 300 MB.
• For details on the file size limits supported by the trigger and each operation, see below.

　　File size limits

• OCR may not be able to read data containing 6,500 or more characters or text that is too small.